EPA PERMANENT EMPLOYEE
END OF “AT WILL” APPOINTMENT LETTER TEMPLATE
(NOT FOR USE FOR EPA TIER 1 SENIOR OFFICERS; CONTACT OHR IN THESE
SUPPLIED BY EPA NON-FACULTY HUMAN RESOURCES
** REVISED AS OF 10/01/2009 **
NOTES FOR UNIT MANAGEMENT PREPARING THIS LETTER
NOTE 1: This template is updated periodically to reflect changes in policy or business procedures. Please
assure you are using the most up-to-date template by checking for the latest version on the EPA Non-
Faculty Form Finder of the OHR web site. If you have specific questions with the content of this
template or would like assistance in preparing this letter, contact EPA Non-Faculty Human Resources at
NOTE 2: It is preferable this letter be delivered in person to the employee. If this is not possible or
practical, the original signed letter should be sent via 1
class or registered US Mail or overnight service
with a PDF copy of the signed letter sent via electronic mail. When the letter is sent via 1
registered US Mail, 3 calendar days should be added to any required notice period to account for mail
delivery; and, in the event that overnight delivery is used, 1 day should be added.
NOTE 3: If the employee has 1 year or less of service, the required notice period is 30 calendar days from
the date the employee receives the end of appointment letters. For employees with 2 years of greater of
service, the notice period is 90 days. Units may provide greater notice periods beyond the minimum
NOTE 4: If the employee has 24 months or less of UNC-CH or State of North Carolina leave earning
service, they may be subject to a different leave payout formula than the regular 240 hour limit. For more
information, see EPA Non-Faculty Leave Transfer or Payout available at
leavetransfer-payout. For employees with 24 months or less of UNC-CH leave earning service, but who
have a combined leave earning service in excess of 24 months when also counting leave earning service
from one or more North Carolina local or state government agencies, please include appropriate
documentation in support of that service as an attachment to the EPAWeb action.
NOTE 5: To identify the Benefits Specialist assigned to your work unit, including telephone and e-mail
contact information, use the HR Connect Tool at
and enter your department
number and the category of “Benefits Questions.”
NOTE 6: A fully-signed copy of the signed letter is provided to EPA Non-Faculty Human Resources as
an attachment to the EPAWeb End of Employment action (with Department signature). Please do not
send paper copies of these letters to OHR.
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Text to be modified for the specific employee is highlighted in gray.
References to notes for Unit Management should be deleted and is highlighted in yellow.